How to document owner-sourced items in Paris residential projects

If you run an interior design studio in Paris, mixed procurement can quietly drain your time and your margin. Most studios already allow clients to purchase certain pieces directly—especially vintage finds from the Marché aux Puces de Saint-Ouen or specific technical lighting from Italian manufacturers—long before a dedicated system enters the picture.

But without clear documentation, the line between who bought the item and who is responsible for getting it up a narrow Haussmann staircase quickly blurs.

When a client decides to handle their own purchasing for select pieces, it is rarely a simple hand-off. The design team still must verify dimensions, coordinate with the entrepreneur—the general contractor—on site, and ensure the item works within the overall design scheme. To protect your studio’s time and liability, you need a clear framework that separates building accountability from procurement responsibility.

The reality of mixed procurement in Paris apartments

In historic Parisian apartments, every square centimeter matters. Renovations in these buildings are notoriously complex. They require delicate negotiations with the building’s syndic and precise coordination with the construction team. When you introduce client-sourced items into this environment, the administrative burden does not disappear—it simply shifts.

Most studios already manage these details using a mix of spreadsheets, email threads, and shared documents. You might have your primary procurement tracker in one window and a client-updated Google Sheet in another.

The challenge arises when a client-purchased item impacts the contractor's work. If a client buys a heavy, wall-mounted console directly, your team must still draft the CAD elevations. You must specify the blocking behind the plasterboard. You must confirm that the electrical outlets align with the integrated lighting. If those details are not documented in a single, shared system, details slip through the cracks.

Establish clear policies for owner-sourced FF&E

Before any orders are placed, establish a clear policy regarding what your studio will manage and what the client must handle. If a client insists on purchasing a high-value piece themselves to save on markup, they must also assume responsibility for its storage, delivery, and eventual placement. Write these policies directly into your initial agreement so there is no confusion when install day arrives.

Your contract should clearly define three categories of items:

• 📦 Studio-managed: Items specified, ordered, tracked, and received by your studio.
• 🏷️ Studio-specified, owner-sourced: Items you select and spec, but the client purchases directly using their own credit card or retail accounts.
• Owner-sourced, owner-selected: Items the client brings to the project independently, which your team simply places in the layout.

For anything in the second and third categories, make it clear that your studio is not responsible for tracking lead times, managing backorders, or handling transport logistics.

The math of mixed procurement: tracking markup and fees

When a client sources an item, your studio loses the standard trade markup—which typically ranges from 20% to 35%. However, your team still spends hours coordinating its dimensions with the contractor, reviewing finishes, and verifying site conditions. To protect your margin, charge a coordination fee for any owner-sourced item that requires your team's oversight.

Consider this realistic scenario:

Your client wants to purchase a vintage mid-century sideboard from Galerie Glustin for €18,000.

• Scenario A (Studio-purchased): You purchase the sideboard through your trade account. With a 25% markup, your studio earns €4,500. This margin covers your time spent coordinating with the gallery, arranging the art handlers, and overseeing the delivery.
• Scenario B (Owner-sourced without a fee): The client buys the sideboard directly to save on the markup. However, you still spend three hours coordinating with the entrepreneur to ensure the wall molding is adjusted to fit the sideboard's exact width—and another two hours on-site during delivery because the elevator is too small. Your studio earns €0 for five hours of administrative and coordination work.
• Scenario C (Owner-sourced with a coordination fee): Your contract specifies a 12% coordination fee for any owner-sourced furniture, fixtures, and equipment (FF&E) that requires site integration. The client pays the gallery €18,000 directly. Your studio bills a €2,160 coordination fee. This protects your margin while allowing the client to manage the transaction.

The lead time on vintage pieces can range from 4 to 12 weeks depending on restoration needs. Documenting these timelines alongside your fee structure ensures you are compensated for the extended tracking period.

Documenting receiving and installation dependencies

The narrow winding staircases, tiny courtyards, and lack of elevators in historic Paris arrondissements make delivery logistics a major risk. If a client-sourced sofa cannot fit through the front door, who pays for the crane—the monte-meuble—to lift it through the window?

Your documentation must explicitly state that the client is responsible for measuring access points and coordinating white-glove delivery for any items they purchase directly.

To manage this on-site, use a simple checklist for all owner-sourced items:

1. Access verification: The client must confirm that the item fits through the building lobby, elevator, and apartment entryway.
2. Receiving responsibility: The client or their designated representative must be present on-site to sign for the delivery. Your studio team should not sign receiving documents for client-purchased goods—this transfers damage liability to your firm.
3. Installation dependencies: If an item requires hardwiring—such as an antique chandelier from the flea market—the client must deliver the item to the site at least two weeks before the electrician's scheduled finish date so the wiring can be inspected and adapted to French electrical standards.

How to track client purchases alongside studio orders in Alcove

Instead of keeping a separate spreadsheet for client purchases and another for your studio's purchase orders, you can track everything in one place.

Alcove lets you toggle any item as "Client Sourced" within your digital spec sheets. This instantly separates client-purchased logistics from your studio's purchase orders while keeping the overall budget intact.

This simple designation keeps your budget accurate, shows the contractor what is arriving, and clearly flags who is responsible for tracking the shipment. You can assign receiving responsibilities and note install dependencies directly on the product card. Your team always knows which items require site coordination and which ones are entirely in the client's hands.

So you can spend more time on design decisions and client calls—and less on copying cells between different tracking sheets.

Price with clarity. Install with confidence.

See how we do it at alcove.co.

Frequently asked questions

Should I charge a fee for coordinating client-sourced items?

Yes. If an item requires your team to verify dimensions, coordinate with the entrepreneur, or plan electrical outlets, you should charge a coordination fee—typically 10% to 15% of the item's retail value—to cover your administrative and design time.

Who is responsible if a client-sourced item arrives damaged?

The client is entirely responsible. Because the transaction occurred directly between the client and the vendor, your studio cannot file claims or manage returns. Make sure your contract states that the client must inspect and handle any damage claims for owner-sourced items.

How do I handle delivery logistics for heavy client-sourced items in historic Paris buildings?

Require the client to hire a professional receiving warehouse or a white-glove delivery service that specializes in narrow access points and crane deliveries. Your studio should specify the delivery window to align with the contractor's schedule, but the client must sign for and accept the delivery on-site.